ImageNow Document Scanning and QA Created on 8/15/2011 11:38:00 AM

ImageNow Document Scanning and QA Created on 8/15/2011 11:38:00 AM

Table of Contents ImageNow Document Scanning and QA... 1 Scanning Documents... 1 Single Mode Scan... 1 Batch Mode Scan... 6 Capturing Documents (ImageNow Printer)... 10 Quality Assurance... 18 Processing Documents Using QA... 18 Page ii

ImageNow Document Scanning and QA In this module, you will learn how to scan documents and process them using QA. Scanning Documents Importing Documents (Single Mode) Importing Documents (Batch Mode), and Capturing Documents (ImageNow Printer) Single Mode Scan In the process of scanning a document in Single Mode, the scanner scans a document and imports it into ImageNow. Following the scanning of the document the user will be required to QA and Link the document. Once this process is completed the document is stored in ImageNow with all of its document keys applied. This process is strictly for one document. If you need to scan multiple documents, use the scanning process in Batch Mode. For more information on scanning in batch mode, see the Importing Documents (Batch Mode) topic. Upon completion of this topic, you will be able to scan a document into ImageNow using Single Mode. Procedure Consider this Scenario: Your goal is to scan a document using Single Mode. Key Information: Document Type: GMAT Score (Official) 1. Because you will be linking the scanned document, you will need to open the student's record in the appropriate Business Application (e.g., PeopleSoft). Page 1

2. Begin by navigating to the GA Document Imaging page. Click the Student Admissions link. 3. Click the Image Now link. 4. Click the next Image Now link. 5. The first time you access this page, you may want to add it to your favorites, 6. If you do not know the student ID number, you can search by using the student's Last Name and/or First Name. In this example, we will search by the student ID. Page 2

7. Enter the desired information into the ID field. Enter "99999999". 8. Click the Search button. 9. You have opened the student's record in PeopleSoft. Now you will scan the document into ImageNow using Single Mode. Page 3

10. Click the ImageNow application. Page 4

11. Click the Capture dropdown button to activate the menu. 12. Click the Single Mode Scan menu. 13. Before the scanning is done, ImageNow will verify the proposed keys for the document based on the record that is open in the business application (e.g., PeopleSoft). If the values do not match those on the document waiting in the scanner, go to the business application (e.g., PeopleSoft) and open the applicable student's record. 14. Match the Document Type field to the document that is waiting to be scanned. In this example, the document waiting in the scanner is a GMAT Score (Official) document. Click the Document Type list. 15. Click the GMAT Score (Official) list item. 16. Click the Capture button. Page 5

17. After you click Capture, the document will feed through the scanner. When the document has finished scanning, the image will open in ImageNow in preparation for QA and Linking. 18. The document appears in a new window with all of the Document Key values applied in the Properties pane. At this time, you should check the quality of the document. If it is of good quality, you may proceed to saving the document. If the document needs to be rescanned, go back to the scanning step with the business application open and proceed from there. In this example, we will proceed to save the document. 19. Click the Save Scanned Image button. 20. Let's search for the document we just scanned. Click the Documents dropdown button to activate the menu. 21. The document was assigned the document type of GMAT Score (Official). We have created a private filter to search for documents of that type. For more information on creating private filters, see the Creating Filters topic. Click the Test Scores filter. 22. The document displays in the Document Viewer. 23. Congratulations! You have successfully scanned a document using Single Mode. End of Procedure. Batch Mode Scan Scanning using Batch Mode is the process in which one or more documents get scanned into an ImageNow batch using a scanner. This is the preferred method of scanning if you have multiple pages of one type of document. For example, if you receive 20 student applications you can scan them all at one time. Then you would need to Quality Assure and Link them manually. The computer you use to perform the scanning process must be connected to an ImageNow licensed scanner. See your campus administrator if you are unsure of the licensing of a scanner. Important: It is a recommended best practice to Quality Assure (QA) a batch shortly after scanning is completed. Upon completion of this topic, you will be able to scan documents using the Batch Mode. Page 6

Procedure Consider this Scenario: Your goal is to scan documents using Batch Mode. 1. Begin by navigating to the Batch Mode Scan profile under the Capture toolbar button. Important: In order to scan, the computer must be connected to a scanner with the appropriate scanner licenses applied. 2. Click the Capture dropdown button to activate the menu. Page 7

3. The Batch Mode Scan Profile allows you to scan multiple documents at one time. Prior to clicking this menu item, you need to load the scanner with the pages you want scanned. In this example, although you can't see it, we have 12 pages loaded and ready to be scanned. 4. Click the Batch Mode Scan menu. 5. The Batch scan in progress dialog box will appear for each document as it gets scanned. On the right side of this dialog box an image of each page will appear as it gets scanned. If for any reason you need to stop the scanning of a document, click the Stop button. 6. Once the scanning is complete the Batch scan in progress dialog box disappears. Important: It is a recommended best practice to continue to the Batches after scanning to perform the QA process (see the Processing Documents using QA topic). Page 8

7. Click the Batches menu. 8. Upon entering Batch Mode, you can access the different views based on how you are processing the batch. The views are listed and defined below: All Batches The default view when entering batch mode Ready for QA batches that need to be processed using QA Ready for Linking batches that need to be linked Ready for DC Verify not being used by UMass 9. The ImageNow Explorer opens in the All Batches folder. Here you can see the 12 pages that were scanned. Batch Sequence #124 is ready for QA. 10. Double-click in the Document row. 11. This is the first page in the batch of documents. Here you can begin the Quality Assurance (QA) process. For more information on the QA process, see the Processing Documents using QA topic. 12. Congratulations! You have successfully scanned documents using Batch Mode. End of Procedure. Page 9

Capturing Documents (ImageNow Printer) ImageNow Printer allows you to import an electronic document, such as a Microsoft Word document or E-mail message, into ImageNow. You can import the document directly using the Print button inside the software program with which the document was created. There are two ImageNow Printer Capture Profile types; Single Mode and Batch Mode. Your campus administrator is the person that would set up these capture profiles if they do not already exist. Single mode requires that you have PeopleSoft open on the Document Imaging page to the appropriate student. When printing occurs in Single Mode, ImageNow will link the document and forward to the applicable workflow queue. When printing occurs in Batch Mode, ImageNow will import the document directly into Batches where you will be required to perform QA and linking per your campus process. Upon completion of this topic you will be able to: Procedure Capture an Email using the ImageNow Printer in Single mode Capture an Email using the ImageNow Printer in Batch mode Consider this Scenario: You received an email from Mitchell Rapp about deferring his admission. Your goal is to import the email to ImageNow using the ImageNow Printer with either Single Mode or Batch Mode. 1. Begin by printing a document. Instead of printing to a physical printer you will print it to an ImageNow Printer. This ImageNow Printer will convert the document as an image and save it in ImageNow. Note: Before printing using an ImageNow Printer, you must be logged into the ImageNow application. Page 10

2. Click the Office button. 3. Click the Print menu. Page 11

4. To change the Printer name, click the Name list. 5. Click the Vertical scrollbar. 6. Click the ImageNow Printer list item. 7. Click the OK button. 8. Decision: Please make a selection from the options listed below. Print using Single Mode Capture Profile Go to step 9 on page 13 Print using Batch Mode Capture Profile Go to step 27 on page 17 Page 12

9. Click the Capture Profile list. Page 13

10. Click the ImageNow Printer - Single Mode list item. 11. When using the ImageNow Printer capture profile in Single Mode, you must have PeopleSoft open to allow ImageNow to link the appropriate student data to the document being captured. 12. Click the open Document Imaging page in PeopleSoft. 13. You must search for the student so the data matches in PeopleSoft with the incoming document. In this example, the correct student is already displayed. Return back to ImageNow to finish capturing using the ImageNow Printer. 14. Click the ImageNow application. Page 14

15. Click the OK button. 16. The data from PeopleSoft is added to the document keys. Before continuing you must select the document type. 17. Click the Document Type list. Page 15

18. Click the Vertical scrollbar. Page 16

19. Click the Deferment list item. 20. Click the Capture button. 21. At this point, ImageNow has linked the document and saved it to the appropriate Workflow queue. Navigate to the appropriate queue for further processing if applicable. 22. Click the Workflow dropdown button to activate the menu. 23. Click the Evaluator 3 (UMLGA Evaluators) tree item. 24. Double-click the Document link. 25. At this point, you can process the document per your campus business process. 26. Congratulations! You have successfully captured a document using the ImageNow Printer in Single Mode. End of Procedure. Remaining steps apply to other paths. 27. The Capture Profile for this scenario is for Batch Mode. Therefore, we do not need to select another profile. 28. Click the Ok button. 29. At this point, ImageNow has imported the Email into Batches. Page 17

30. Click the Batches dropdown button to activate the menu. 31. Click the Ready for QA tree item. 32. At this point, you can process the QA and Linking per your campus business process. 33. Double-click the Batch link. 34. Congratulations! You have successfully captured a document using the ImageNow Printer in Batch Mode. End of Procedure. Quality Assurance This lesson describes the procedures for processing documents using QA. Upon completion of the lesson, you will be able to: Process Documents using QA Processing Documents Using QA Quality assurance (QA) is the first step in processing documents after you scan or import them. During QA you verify that a document meets the standards of image quality that you require in order to store, view, and work with that document online. You achieve this goal by deciding Page 18

which pages to keep, discard, and if needed, rescan. Quality Assurance occurs in the ImageNow Viewer in QA Mode. Note: It is a recommended best practice that the QA process be done shortly after the scanning process has been completed. Upon completion of this lesson, you will learn the steps necessary to process a batch of documents using Quality Assurance (QA). Procedure Consider this Scenario: Your goal is to Quality Assure a batch of documents in ImageNow. 1. Begin by navigating to the ImageNow Viewer. Click the Batches dropdown button. 2. Click the Ready for QA list. 3. You can open the batch by double-clicking in the Batch row. Page 19

4. The first page of the batch opens in the ImageNow Viewer. 5. Click the Fit Height button. 6. Quality Assurance (QA) is verifying that the image for each scanned or imported page is of good or bad quality. 7. The buttons used for the QA process are at the bottom of the page. They are defined left to right as follows: 1. Mark Page Ok the quality of the document is valid 2. Rescan Page the quality of the document requires it to be rescanned 3. Commit Batch Sets the QA status to Complete - The use of this button is highly discouraged as it bypasses the QA process completely 4. Suspend Batch Stops QA processing 5. Delete Batch Page Deletes the page from the batch 8. The user will process each page in a batch at a time. They will determine if the page looks good or bad based on the quality of the scanned or imported image. If the page looks good, they will click the Mark Page Ok button. The processed page will go away and the next page will be ready for the same QA decision. 9. For this page click the Mark Page OK button. 10. The next page displays in the ImageNow Viewer. 11. Click the Fit Height button. 12. Click the Mark Page OK button. 13. If you are in the middle of processing a batch and get interrupted, you can suspend the batch. This will stop the processing and allow you to come back to the batch at a later time. Let's suspend this batch and come back to it as if we had been interrupted. 14. Click the Suspend Batch button. 15. Let's assume time has passed and we come back to ImageNow to finish processing our batch in QA. 16. Open the Batch by double-clicking in the Document row. 17. Notice you are brought back to the page at which you suspended the batch. At this point, you can resume processing the batch. Page 20

18. Click the Mark Page OK button. 19. Click the Mark Page OK button. 20. Click the Mark Page OK button. 21. Click the Mark Page OK button. 22. Notice the status of processing QA for this batch is Completed. 23. Congratulations! You have successfully processed a batch of documents using QA. End of Procedure. Page 21